PRESENT: COUNCILLORS T. HUGHES (CHAIRMAN), J. BRINE, A. CLAXTON (until 10.04pm), A. CONWAY, P. FOWLE, D. MORISOT, COUNTY COUNCILLOR C. WILLIAMS (until 8.55pm), DISTRICT COUNCILLOR C. KETTLE (until 9.55pm), C. HILL (Clerk) and 13 members of the public

1. Apologies for absence

No apologies were received.

2. Mr. Kier Price, Spitfire Developments re. street lighting on the Gaydon Inn development

Mr. Price sends his apologises as he is not well. Mr. Price had forwarded a proposal to the Chairman which the Chairman explained. Residents said that they would accept low level lighting like the lighting already installed on the development. They expressed concern that the street lights shine into bedroom windows and on to garage roofs. They would like the locations and timing to be reviewed. Councillors agreed that Spitfire Developments should be asked to liaise with residents regarding the positioning and timing of the lighting.

ACTION: The Clerk to inform Spitfire Developments that the Parish Council would like the street lamps replaced with bollards; the same design as already installed on the site. Positioning of bollards and timing of lighting to be agreed between residents and Spitfire Developments.

3. Questions from the public

A resident complained about the light pollution from the Service Station. Councillors suggested that the resident writes to the environmental health officer at the District Council.

A resident explained that Spitfire Developments has not fulfilled all of the conditions on the planning application. District Cllr. Kettle said that the District Council is aware of this and is currently liaising with the developer.

4. Declarations of Interest

Cllr. Claxton declared a pecuniary interest in item 13(c) as a recipient.

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

The minutes had been circulated prior to the meeting. Cllr. Conway proposed that they be accepted, seconded Cllr. Brine and carried unanimously. The Chairman signed the minutes.

6. Matters arising from the minutes of the previous meeting

(a) Church Lane field update re. health and safety and fence

The Clerk said that she would be contacting 2 local contractors for quotes for the hedge cutting now the field is accessible.

ACTION: The Clerk to arrange for 2 quotes for the hedge cutting.

Cllr. Claxton reported that progress on the fencing is slow. The posts have been concreted into the ground and the netting has not been tightened.

ACTION: Cllr. Claxton to contact Spitfire Developments.

Cllr. Claxton said that he has carried out a risk assessment and believes the field to be low risk. He identified no hazards which require addressing.

Councillors agreed that the field should be cut twice a month during the summer months. Cllr. Brine said that he could provide a copy of a risk assessment plus an estimate of costs for cutting a field of a similar size.

ACTION: The Clerk to request a quote from our contractor. Cllr. Brine to provide the Clerk with a copy of a risk assessment and estimates for a field of a similar size.

(b) Telephone box green update

Cllr. Claxton reported that Amey have reinstated the green.

7. County Council Matters

(a) To receive report

County Cllr. Williams talked about the budget. Councils have been given no help for child care or social care. Children’s centre improvements have been approved. Cllr. Brine asked County Cllr. Williams to explain the improvements. County Cllr. Williams said that the County Council would be cutting out waste by making savings in redundant buildings. More social care staff would be available at the centres.

Home to school transport consultation has closed. There will be no changes until 2019.

There is a health watch website.

If our grit bin needs filling to let County Cllr. Williams know and he will arrange this.

ACTION: Cllr. Claxton to check on the level of grit and inform County Cllr. Williams if it needs filling.

(b) Dual carriageway; litter plus verge cutting

County Cllr. Williams reported that the landscaping adjacent to the dual carriageway is the responsibility of the landowner not the County Council.

The farmer, who is responsible for the straw, on the carriageway has been asked to remove it.

(c) Warwick Road cycleway; update

This cycleway should be reopened in the spring when the work at JLR has finished.

(d) Signage for cyclists approaching from Bishop’s Itchington update

This has been passed to the road safety team to investigate. Cllr. Claxton pointed out that there is no 40mph speed sign on the Bishop’s Itchington side of the motorway coming towards Gaydon.

ACTION: County Cllr. Williams to update the January meeting.

(e) Footway to Temple Herdewyck health and safety issues; update

County Cllr. Williams said that the hedgerows will be cut back shortly. The footway will be assessed.

ACTION: January agenda item.

(f) £10,000 Gateway Project; details to be discussed

County Cllr. Williams explained that he was willing to allocate £10,000 from his delegated budget for ‘gateway projects’. Councillors thanked Cllr. Williams for this offer. He said that we had 3 entrances to the village which would cost between £6,000 to £7,000 each. The Parish Council would need to match fund his offer of £10,000. Improvements could include village signs, coloured markings on the road, islands, sharks teeth. County Cllr. Williams suggested that the Parish Council prepares their ideas and submits them to County Highways. Councillors agreed that community speedwatch should be asked to assist.

ACTION: Cllr. Fowle to liaise with community speedwatch and prepare ideas for January’s meeting.

(g) Flooding of link road update

County Cllr. Williams reported that this road requires more engineering work and the drains connecting to the link road pumping out. It would be carried out shortly.

ACTION: January agenda item.

(h) Banbury Road; road markings update

This would be included in 2018/19 budget.

(i) Church Lane; road surfacing update

It was agreed that this is no longer required.

(j) Gaydon Inn development section 106 for a bus stop update

County Cllr. Williams reported that the £18,000 is required for 2 bus stops with shelters on the Banbury Road. The shelters would be located on the wide verges close to the roundabout which is land owned by County Highways. They would be maintained by the bus company. The stops and shelters will be installed before the end of the financial year.

(k) letter from WCC re. County Highways issues

The Chairman said that this Parish Council would continue to bring issues to the attention of the County Council if residents bring them to our attention. County Cllr. Williams explained that the 2 officers, who had attended last month’s meeting, had complained about reoccurring issues.

8.55pm County Cllr. Williams leaves the meeting.

8. District Council Matters

(a) To receive report

District Cllr. Kettle explained that Orbit Housing is proposing to charge tenants for maintaining green open spaces. If we are aware of any tenants that have received letters regarding this proposal could we please ask them to contact Cllr. Kettle.

ACTION: The Clerk to place a note in the magazine.

Cllr. Morisot said that she has been unable to find any evidence in District Council minutes of ownership of the play area being transferred to the Parish Council. She asked councillors to reconsider funding £800 towards solicitor’s costs. The Clerk said that she understood that Land Registry acted as an intermediary between the registered owner and the party contesting the ownership. Cllr. Brine said that, if this is the case, we need to understand the detail behind the £800 fee and what evidence is required for us to be successful in obtaining ownership. Cllr. Kettle said that he understood the Parish Council has a right to ownership since it has been maintaining the land. The Clerk said this is not her understanding from a conversation with Land Registry. Councillors agreed that these matters require clarifying before a decision can be made on whether to appoint a solicitor.

ACTION: Cllr. Morisot to discuss with a solicitor.

BDUK (Broadband provider) will be meeting the Scrutiny Committee in January.

Any information relating to accidents or speeding on the Banbury Road should be logged and kept by Community Speedwatch. This could assist the parish with future developments.

ACTION: The Clerk to place a note in the magazine.

9. To receive planning applications

(a) 17/03141/FUL - Kineton House, Banbury Road

Councillors discussed this application and agreed to raise no comments or objections.

ACTION: The Clerk to respond to the planning department.

10. To receive results from planning applications

(a) 17/02757/FUL - Jaguar Land Rover; granted

(b) 17/02544/FUL - Jaguar Land Rover; granted

(c) 17/02703/FUL - Jaguar Land Rover; granted

(d) 17/02694/FUL - Aston Martin Lagonda; granted

11. Correspondence

(a) email re. lighting on the Kineton Road for the new development (removal of last street light)

The Clerk confirmed that a note had been placed in the magazine and no responses had been received. Councillors agreed that this street light could be removed.

ACTION: The Clerk to respond to the developer.

(b) Community Speedwatch re. traffic calming measures

The Chairman thanked Community Speedwatch for pursuing this matter. It was noted that they have requested guidance/criteria for applying for Cllr. Williams dedicated budget together with an application form. Cllr. Fowle to find out whether they have been provided with this information.

ACTION: Cllr. Fowle to liaise with Community Speedwatch and, if necessary, assist Community Speedwatch in obtaining the necessary guidance notes and application form.

(c) email re. barrier on M40 bridge

The Clerk was asked to forward this email to Highways England.

12. Financial Report/Administration

(a) Bank balances

The Clerk reported the following balances; Community Account - £10,241.69 and Business Account - £10,615.27.

(b) Bank reconciliation

ACTION: January agenda item.

(c) Training update

Cllrs. Claxton and Morisot said that they found the recent training too technical for their requirements. The Chairman and Cllr. Conway found the training informative and helped to clarify areas within the planning and neighbourhood planning system.

9.55pm District Cllr. Kettle leaves the meeting.

(d) Funding requested for a speeding device

The Clerk said she understands that we are still waiting for the Police to confirm whether they will fund the calibration costs.

10.04pm Cllr. Claxton leaves the meeting.

13. Passing of any accounts for payment

The following accounts were proposed by Cllr. Brine, seconded by Cllr. Morisot and carried unanimously.

(a) C. Hill – Clerk’s gross salary (November) – £279.21

(b) C. Hill - expenses (Jun-Sep) - £157.72

(c) Mr. A. Claxton - materials for parish maintenance - £30.00

14. Date of next meeting

2nd January 2018 at 7.45pm.

The Chairman closed the meeting at 10.10pm.