WOODCOTE PARISH COUNCIL MINUTES of the Parish Council meeting held in the Function Room, Village Hall Woodcote Wednesday 2 nd July 2014 commencing 7.30pm. PRESENT Chairman Mr. R. Peirce Vice Chair Mr. G. Botting Mr. B. Lewin Mr. M. Smith Mr. D. Booth Mr. B. Williams Mrs. S. McGurk Parish Clerk Ms. Jenny Welham 1. To receive apologies for absence. Mr. A. Crockett, Mrs. D. Hadaway, Dr. P. Sudbury. 2. To receive declarations of interest. None. 3. Public Forum: Opportunity for members of the public to address the Council. With the permission of the Chairman, the public may also speak about specific items of business as they arise. None present. 4. To approve Minutes Parish Meeting held on 18th June 2014. Page 26 two corrections to typing errors. Page 28 Correction to Councillors name, from Smith to Williams. Appendix 2 not attached. Following these corrections approved as a true record. 5. Matters arising from those Minutes not on the agenda elsewhere. Cllr. Smith gave an update on the progress of the work at Wayside Green, the Grass Mesh covering, the work was due to complete on Monday 20 th June but was not as the contractor did not have enough pins to secure the mesh, therefore had not been to the site since Monday. The Clerk advised that she had spoken to the Contractor today 2 nd July and he had been sent the incorrect pins. He has asked the supplier to order the correct ones and is expecting them to be available so he can complete the job on Friday 4 th July. The Clerk emailed Mrs. Webb late afternoon on the 2 nd July to update the residents. There was further discussion regarding the areas the mesh should cover, the contractor had advised the Clerk that some mesh maybe left over on completion. Cllr. Smith will visit site on Friday to finalise this, the Council agreed that the mesh should cover as much as possible of the grass area including the taper to the top end nearest to the bungalow and alleyway entrance, it was preferred that no surplus is left over. Councillor Williams requested inputs to the draft he had sent to all councillors with the proposed replies on the Parish Council s procedures and processes to Mr. Silver, resident in Wayside Green. The Chairman proposed that we accept the draft and reply by letter with concluding remarks stating the matter is now closed, all agreed to this. 32
6. District Councillors Report Cllr. Quinton not present. 7. Planning Applications P14/S1922/HH (Householder) Alterations to existing coach house, single storey extension to form link and alterations to the roof form. Address: Mallory House Shirvells Hill Goring Heath RG8 7SP. This application had not been on the agenda as it is outside of the Woodcote Parish, however as the SODC Planning office had sent the documents for consideration the Council had made a site visit and review of the proposal. The Council have no Strong Views. P14/S1600/HH Amendment No. 1 - dated 30th June 2014 Proposal : Two storey side and front extensions + demolish existing utility room(as amended by drwg no. 22714-07A showing 5 parking spaces) Address : 1 Croft Way Woodcote RG8 0RS. This amendment was received on Tuesday 1st July the application had been reviewed by Council at their meeting of 18 th June 2014 recommending refusal as it did not comply to the Neighbourhood Plan policy T8 showing adequate parking spaces per bedroom. The amended drawing did now show 5 spaces, however following a site visit it became clear that the positioning of the spaces is not workable as currently shown, the Council still recommend Refusal. They request that the parking spaces be re shown on a drawing to accommodate vehicles realistically within the boundaries of the site. 7.1 Applications Granted by SODC: P14/S1385/A Display of front and rear internally illuminated fascia signs (as amended by plans accompanying agent's email dated 22nd May 2014) 6 Wood Green Woodcote RG8 0QQ. The Chairman advised that residents opposite the chip shop had approached him regarding the parking, as cars were parking on the Goring Road causing traffic issues on the dangerous bend just past the shop. He also raised the issue of the boundary hedge to the front of the shop becoming thinner as customers in particular the school pupils, cross the Goring Road and push thought he hedge to gain access to the entrance. He had spoken to the Council s litter picker and reported that the litter had increased across the green with boxes from the chip shop being dropped. The Chairman proposed that a letter be written to the chip shop owners raising these points and requesting if they can encourage customers not to drop litter and if they can in some way stop the hedge being breached as a way to their entrance. Copy of the letter to the School. Clerk to circulate draft. 7.2 Applications Refused by SODC: None. 7.3 Other Planning Matters Cllr. Lewin raised a matter regarding the demolition of a bungalow to the top of Bridlepath, the planning application had been approved. However the contractors fencing had been erected alongside the property and was seriously encroaching on the footpath making it so narrow it was almost impassable. Residents had expressed their concern to Cllr. Lewin, and there seemed to be some confusion regarding ownership of the footpath and rights of access etc. Clerk to check these points with the County Council s Footpath Officer. 33
The Clerk reported the issues at Hilltop Field. This field has a footpath around the boundary fence, but it does cross the field at the bottom going diagonally across the field, access via kissing gates at each end. The tenant of the field Mr. D. Hicks has complained that residents are walking their dogs around the perimeter of the field and not picking up their dogs mess. This is toxic to cattle and sheep and is dangerous if it contaminates the hay and haylage crop that is harvested from this field. The County Councils Footpath officer has visited site and given advice re signage and access to the footpath section only. Mr. Hicks is requesting if the PC will put an article in the next Woodcote Correspondent asking residents to remain on the footpath. He stated that the County Officer suggested this. Also some residents of Wayside Green with properties that have gardens backing onto this field have extended their gardens onto the footpath area around the field. Mr. Hicks as the tenant owns the field up to the boundary fences of these properties which incorporates the footpath and as such he will ask them to remove these fences. Mr. Hicks has said he will mow the second part of the footpath to encourage people to use it and not go across the field and stray from the footpath. Cllr. Botting reported that a resident had advised him that the kissing gates had been smeared with cow manure and large piles of cow manure had been deposited around the two gates. The Clerk to draft some wording for the Correspondent, also to report the incident of the cow manure to the County Footpath Officer. SODC Planning Officer Tom Wyatt had send the PC outline details of the proposal from Millgate Homes for the development of the Old Bus Depot site that is one of the sites on the Neighbourhood Plan he was requesting a meeting. The Chairman and Cllr. Botting had already attended a meeting with him about the liaison with SODC and Woodcote PC on planning applications now the Neighbourhood Plan is in force so they were aware of this proposal. The Chairman advised that there was a proposal from SODC on behalf of Millgate to change some of the housing mix on this site. The Council agreed that The Chairman and Cllr. Botting attend a meeting and that the policies in the NHP should not be changed. Full detail of the proposal needs to be shown and also a tangible benefit to the site and Woodcote if any deviation is expected. SODC Meeting on New Local Plan. The Chairman and Cllr. Botting had attended the meeting at SODC on June 30 th. The request from SODC is to reply to their consultation by 23 rd July. Cllr. Botting had circulated a draft response to all Councillors prior to the meeting, he requested that they add their inputs to this draft by the 9 th of July. The next step will be to hold a Neighbourhood Plan Steering Group meeting on 17 th July to gain their inputs and following this meeting directly after an Extraordinary Parish Council Meeting will be held to finalise and agree the response to the consultation. 8. Finance To approve payments. To note receipts. Date Paid Payee Name Cheque Ref Amount Transaction Detail Paid 28/06/2014 J. Welham SO 765 June Salary 29/06/2014 British Telecom SO 41 June rental & BB 29/06/2014 BDO LLP 363 360 External Audit 02/07/2014 D. Hazell Surfacing Ltd 364 2,616 Verge Wayside Green costs 02/07/2014 SwiftClik 367 20 2 ink cartridges blue, yellow APPROVED. Total Payments 3,801 To note Receipts. 34
Date Cash Received from Receipt Total 16/06/2014 Annual 3yr deposit interest 1,146 20/06/2014 Witan Pacific dividend 60 29/06/2014 J. Green for letters 69 30/06/2014 SSE Wayleave payment 56 8.1 Quotations/Grants received for review/approval. Quotation received From D. Hazell Surfacing and Construction for post and rail fencing around Tidmore Pool. 12.50 per linear metre. Clerk to work with Cllr. Crockett regarding this to ascertain the boundaries and contact the farmer who owns the field to the rear before any further quotes are obtained or any approval given. 8.2 External Audit review report and recommendations The External Auditors had received the Councils final accounts and there were no matters which came to attention that required the issuing of a separate additional issues arising report. The Chairman thanked the Clerk for her hard work. The Clerk advised that the PC s one year deposit account for 15,000 had matured and the funds transferred into the current account. The PC agreed to reinvest the funds into a further 1 year deposit, account interest at 1.1%. Clerk to action. 9. Budget Review 1 st Quarter The Clerk had circulated the 1 st Quarter Budget report prior to the meeting. There were no significant variations, no questions arising. The Chairman asked if the amount received from J. Green could be shown under the Neighbourhood Plan code, the Clerk to check this and action. 10. Parish Council Processes review. Cllr. Smith had circulated the Draft Project Management Procedures prior to the meeting. These had been worked on with Cllr. Williams and the Clerk. The Chairman had reviewed the draft and added some changes. The draft was discussed at some length, The Chairman proposed that some of the areas needed re addressing before the document was agreed, he proposed certain points be changed to allow the Parish Council more flexibility. This was agreed and Cllr. Smith to send out a further Draft document for review. Cllr. Williams had looked into the Risk Assessment areas for the Parish Council with input from the Clerk. Legislative Background Health and Safety at Work Act 1974. The Act requires employers to establish what "risks" may result from their activities and to take "reasonable" measures to counter them. There is an obligation to undertake "Risk Assessment". However an employer with less than five employees is not required to record (and by extension publish) the findings of any "Risk Assessment" undertaken. source : HSC13 (rev 1) Health and Safety Executive guidance further states organisations must ; Assess risk to employees, customers, partners and any other people who may be affected by their activities and have a written "Health and Safety Policy" if they have five or more employees. 35 Source : Health and Safety Executive - Leading Health and Safety at Work - www.hse.gov.uk
Section 102 of the Local Government (Finance and Reporting) Regulation 2010 This regulation requires that Councils consider the "financial and reporting" risks to which the enterprise may be exposed. The "Woodcote Risk Management Statement" that is already in place for Woodcote Parish Council details our position regarding the above. The "Statement" is subject to periodic audit. Cllr Williams will bring forward proposals on Health and Safety Policy for the Parish Council's consideration during July 2014. Risk Assessment Cllr Smith and Williams recommended the Parish Council continue to assess risk as we do now during the development of project plans. Cllr. Williams also stated that replying to questions from residents and other parties needs to be carried out in a much more timely way. 11.Other Committee Reports Village Hall Management Committee Nothing new to report. Village Green Committee Cllr. Booth asked if the Clerk could let the VGC know when the Litter Picker is on holiday so they can cover for him. The Clerk advised that she had already noted to do this so the work load does not build up. No other new matters to report. Youth Club Report Nothing to report. Police Report Nothing to report. Neighbourhood Plan Group Nothing additional to report in addition to Agenda Item 7.3 Community Centre The Chairman reported he had attended their AGM, no major issues. The committee had requested if the Facilities Manager of the Village Hall could work more closely with the Community Centre. This had been discussed in the past by the VHMC and this option was not workable and the matter was closed. 12. Other Matters for Chairman Increase to Fidelity Insurance for the PC as recommended by Internal Audit. The Clerk reported that to increase to 200K would cost a further 74.20 per year. It was agreed to increase at time of renewal in October 2014. Resident of Wayside Green had asked permission to erect a Bouncy Castle for a party on the green area owned by the PC. The PC declinded. Winter Environment Prepartions from OCC had already been circulated. The arrangements are the same as last year, the Council does not have anywhere to store the salt bags and no further boxes are required. 36
Triange of land Lackmore Gardens. The Clerk had investigated and the PC do not own this piece of land. The Land Registry had confirmed it is under title to a building company. The PC cannot consider selling this or leasing this to the resident who had made enquiries. The Clerk recommends that we pass the information to this resident to pursue with the title owners. All agreed. The Chairman asked the Clerk to check the original planning documents for any pieces of land that may have been passed to the PC from the original development. 13. Correspondence None. 14. To note date of the next PC meeting: Wednesday 16th July 2014. Meeting closed 10.30pm. Signed...Chairman/Date... 37