The Chairman explained that we must wait for Cllr. Hughes to join the meeting as we are not quorate but, in the interim, if there are no objections we can take questions from the public. There were no objections.

3. Questions from the public

A resident pointed out that a vehicle had parked on the Village Green leaving ruts. The Chairman said that Cllrs. Lewis and Morisot had inspected the Green and agreed that no further work is necessary. The Clerk was asked if she could place a note in the magazine to remind residents not to park on the Green.

ACTION: The Clerk to mention in the magazine.

7.50pm Cllr. Hughes joins the meeting.

A resident announced that he was representing all of the residents on the old Warwick Road. He pointed out the numbers of vehicles that are accessing the old Warwick Road. These vehicles are turning on resident’s driveways churning up the verges, lorries are reversing on to the roundabout, cars are racing along this stretch of road, refuge lorries are turning on residents driveways, overnight parking is common, parties are taking place near the turning circle, cycle races are using this road as a starting point with tables and chairs in the road etc. He asked if an ‘access to frontages only’ sign could be erected as detailed on a letter from the contractors. County Cllr. Williams reported that a ‘no through sign’ had been suggested in the safety audit and this will be erected. He asked for a copy of the letter that the resident referred to. The resident said that he would pass this to the Clerk. County Cllr. Williams said that he would support a sign saying ‘access to frontages only’.

ACTION: The Clerk to forward the letter to County Cllr. Williams once she has received it. County Cllr. Williams to organise an ‘access to frontages only’ sign. The Clerk to notify the District Council that refuge lorries are not using the turning circle.

County Cllr. Williams said that vehicles parking on the yellow lines should be reported to the enforcement team. The Clerk said that the enforcement team are having difficulties locating the area by the new pond which is regularly blocked by vehicles.

ACTION: County Cllr. Williams to let the Clerk have a postcode for this area.

County Cllr. Williams said that the road markings directing vehicles to the old Warwick Road will be removed.

The resident asked if the County Council could consider ‘road markings’ by driveways and on the turning circle to indicate that parking is not permitted. The ideal solution would be for the road to be narrowed into a single carriageway. County Cllr. Williams said that there is no proposal for narrowing the road.

A resident raised safety concerns about the safety railings over the motorway in respect of cyclists and horse riders. There is also no cycle path across the motorway.

ACTION: County Cllr. Williams to investigate.

A resident reported that Spitfire Development has erected a fence which she believes does not allow for a green corridor. The Clerk was asked to liaise with Spitfire Development.

ACTION: The Clerk to liaise with Spitfire Development.

1. Apologies for absent

Cllrs. Lewis (holiday) and Morisot (holiday).

2. Mr. and Mrs. Glazzard, Cottage Farm

Mrs. Glazzard explained that they run an events company from Cottage Farm. They are currently housed in a portacabin which is not fit for purpose. They employ 10 people and contract specialists for certain events. They try to employ local people as the hours are long. Cllr. Claxton asked if they were looking to increase the number of permanent employees. Yes but only to about 2 or 3 more. She confirmed that the number of HGV’s visiting the company should not increase. The Chairman expressed concern that an industrial site could be created on the edge of the village. Mrs. Glazzard said that this was not their intention. They need permanent buildings for their existing business. There is no intention to flood light this building; low LED lights could be installed. Mrs. Glazzard pointed out the dangers to their employees when accessing the site at the moment since they have to cross the entrance to the layby. They have erected signs and a mirror to try and make it safer. A resident commented that the signage and mirror blocks the view when exiting the layby.

The Chairman thanked Mr. and Mrs. Glazzard for attending the meeting.

4 members of the public left the meeting.

4. Declarations of Interest

No interests were declared.

5. Acceptance of the minutes of the previous meeting (July)

The Clerk had circulated the minutes prior to the meeting. Cllr. Claxton proposed that they be signed, seconded and carried unanimously. The Chairman signed the minutes.

6. Matters arising from the minutes of the previous meetings

(a) Management of the Haywards Development site; meeting date

ACTION: The Clerk to arrange on a Tuesday at 7pm.

(b) Traffic WP update

The Clerk said that the WP is planning to write an article for the magazine. Community speedwatch team has received speed camera training.

(c) Church Lane field update

The Clerk had circulated, prior to the meeting, a plan of the site. Cllr. Claxton asked who was responsible for the fencing and footpath. The Clerk confirmed that it was the Parish Council. Cllr. Claxton proposed that we accept this plan, seconded and carried unanimously.

ACTION: The Clerk to respond to our solicitor.

(d) Gaydon Liaison Committee Meeting; update

Cllrs. Claxton and Hughes had attended. Cllr. Claxton reported that JLR will be storing materials for the building works in the yard near the reservoir. Lorries will be visiting the site outside peak hours. County Cllr. Williams said that the lorries will not be going through Gaydon. The fire station is now operative. More planning applications will be arriving soon. The Chairman asked if the Clerk could request maintenance help in the cemetery.

ACTION: The Clerk to request for maintenance help in the cemetery.

(e) The Gaydon Inn Development; sign plus ditch update

Cllr. Claxton confirmed that he has the sign. Cllr. Lewis has agreed to look at the sign and see if it can be refurbished.

ACTION: Cllr. Lewis to look at the sign.

The Clerk said that she has asked the District Council for information relating to conditions in the application about the ditch.

(f) Registering the Malt Shovel as a community asset update

The Clerk said that she has downloaded the form and will complete it.

ACTION: The Clerk to complete the form.

(g) Kineton Road; pond update

The Chairman said that the County Council has confirmed that they own the pond.

(h) Warwick Road signage plus speed limits

County Cllr. Williams said that the timing on the traffic lights still needs sorting. The Chairman mentioned the lights near the junction which do not indicate when traffic can move forward. An arrow pointing forwards would be helpful.

(i) War Memorial; update on repairs

The Clerk said that she has been told there is a 6 week waiting time.

(j) Planning appeal; land adjacent Ferndale, Warwick Road

This was discussed and councillors agreed that a further objection would be the fact that the Core Strategy has been approved and we are over our required number of new houses. It was agreed that the Clerk should liaise with the District Council to ensure that this additional point has been noted.

ACTION: The Clerk to liaise with the District Council.

7. County Council Matters

(a) To receive report

County Cllr. Williams reported that the budget process will be starting shortly. There is a flood risk management grant available. A resident from Gaydon has approached him for a community grant. Cllr. Claxton agreed to be the snow warden.

(b) Flood Risk Management Grant

Details circulated to councillors.

(c) Community Grant

Details circulated.

(d) Snow Wardens; advertised in magazine and on website

(e) Community Forum; 15th September

It was agreed that Cllr. Hughes would attend.

8. District Council Matters

(a) To receive report

County Cllr. Williams reported on behalf of District Cllr. Kettle. He said that the Core Strategy has been adopted.

(b) Treatment of B4100 update

County Cllr. Williams said that he is on this committee. We will receive a copy of the minutes once they have been approved. Cllr. Claxton asked who else is on the B4100 Committee. County Cllr. Williams said all ward members.

(c) Land at GLH SPD adoption statement

The planning application for 1000 houses at GLH will be on the 5th October Planning Committee agenda and will take place in Kineton.

(d) Gaydon Service Station; update on enforcement action

No planning application has been received yet.

9. To receive planning applications

(a) 16/02572/FUL - Cottage Farm, Banbury Road

This application was discussed and councillors agreed to request that the lighting is low level and turned off at 11pm and that the application is linked to the residential property and can’t be sold independently. No flood lighting. We should also enquire about section 106 funding for the layby.

ACTION: The Clerk to respond to the Planning Department.

(b) 16/02501/FUL - Cottage Farm, Banbury Road

Councillors agreed to raise no comments or objections.

ACTION: The Clerk to respond to the Planning Department

(c) 16/02479/FUL - Hillside, Kineton Road

Councillors agreed to object as this is contrary to the Core Strategy. Gaydon has already received planning applications for approximately 38 new houses which is higher than the 32 stated in the Core Strategy. We understand that the District Council has a 5 year land supply and so this application should be refused. This application is also not in keeping with the local area and there is a privacy issue with a neighbour since windows are overlooking their property.

ACTION: The Clerk to respond to the Planning Department.

(d) 16/02472/FUL - Braid House, Kineton Road

Councillors agreed to raise no comments or objections.

ACTION: The Clerk to respond to the Planning Department.

(e) 16/01458/amendment - Gaydon Service Station

Councillors agreed that if the blue light is removed then they have no objections.

ACTION: The Clerk to respond to the Planning Department.

(f) 15/04200/OUT - land adjacent to The Old Gated Road

Councillors agreed to object. Cllr. Hughes had circulated a draft response prior to the meeting. This was agreed.

ACTION: The Clerk to respond to the Planning Department.

10. To receive results from planning applications

(a) 16/00288/FUL - Jaguar Land Rover; granted.

(b) 16/00295/FUL - Jaguar Land Rover; granted.

(c) 16//00294/FUL - Jaguar Land Rover; granted.

(d) 16/00296/FUL - Jaguar Land Rover; granted.

` (e) 16/01288/FUL - Avondale Orchard, Kineton Road; granted.

11. Councillor’s Reports

(a) Cemetery

The Chairman circulated a report prior to the meeting. It is attached to these minutes.

(b) Lights/litter/street furniture

The refurbishment of the benches should be finished this week.

(c) Play Area

(i) Annual inspection update

ACTION: October agenda item.

(d) Drains

No new report.

(e) Footpaths/footways

Cllr. Claxton reported a hedge that requires cutting on a very well used footpath. This has been reported to the County Council.

(f) Neighbourhood Watch

Cllr. Hughes reported a theft at the petrol station and anti-social behaviour.

12. To receive correspondence

(a) Land Registry re. play area

ACTION: October agenda item.

(b) Gaydon reorganisation order

The Chairman explained that the number of councillors can be increased in May 2017. If anyone is interested in becoming a councillor then they should contact a councillor or the Clerk.

13. Financial Report/Administration

(a) Bank balances

The Clerk reported the following balances; Community Account - £6,784.20 and Business Account - £10,608.97

(b) Bank reconciliation

ACTION: October agenda item.

(c) To consider adopting the Local Council Charter

Cllr. Hughes expressed concern about the role of WALC. The Clerk explained that they are affiliated to NALC who negotiates with the Government on behalf of local councils. The Chairman proposed that this be adopted from April 2017, seconded and carried unanimously.

(d) To consider the proposal from the County Council

The Chairman summarised the meeting he attended with the Head of Legal Services at the County Council, County Cllr. Williams and the Chairs of Lighthorne Heath Parish Council and Lighthorne Parish Council. The proposal received from the County Council was discussed and County Cllr. Williams clarified that the proposal only related to County Highways issues. Concern was expressed regarding emergency situations. County Cllr. Williams said that for an emergency Phillipa Young would be contacted and she would respond the following day. The Chairman said that he felt that in the event of an emergency the Parish Council would need to directly contact the appropriate officer and this should be noted in the proposal. He also said that a month for responses was not adequate. Fortnightly responses were required. This proposal would be until April’s meeting and would then be replaced by the Local Council Charter. The Clerk said that she believed the Charter was not in-line with this proposal and this had been confirmed by WALC. County Cllr. Williams said that Sarah Duxbury, Head of Legal Services at the County Council, has said that the Local Council Charter does not conflict with this proposal. County Cllr. Williams said that it was vital that this proposal be adopted. The Chairman proposed that this proposal be adopted subject to modifications, seconded and carried unanimously.

ACTION: The Chairman to write to Sarah Duxbury at the County Council regarding the modifications.

(e) Website update

Cllr. Claxton asked Cllr. Hughes and the Clerk if they could please pass the information to Cllr. Lewis to enable her to make this website live.

ACTION: Cllr. Hughes and the Clerk to pass information to Cllr. Lewis.

14. Passing of any accounts for payment

The following accounts were proposed by Cllr. Hughes, seconded by Cllr. Claxton and carried unanimously.

(a) C. Hill – Clerk’s gross salary (September) – £290.09

(b) Mr. C. Pickering - grass cutting - £425.00

(c) C. Hill - expenses (Apr-Sept) - £71.60

(d) C. Hill - reimbursement for computer - £450.00

(e) WALC - membership - £121.00

(f) e.on - street lighting - £72.63

15. Date of next meeting

Tuesday, 4th October 2016 at 7.45pm

The Chairman closed the meeting at 10.35pm.