DRAFT MINUTES OF AN ORDINARY MEETING OF GAYDON PARISH COUNCIL HELD IN THE VILLAGE HALL ON MONDAY, 3RD SEPTEMBER 2018 AT 7.45PM
PRESENT: COUNCILLORS J. DAVIES (CHAIRMAN), J. BRINE, A. CLAXTON, DISTRICT CLLR. KETTLE (until 9.30pm), C. HILL (Clerk) and 30 members of the public
1. Apologies for absence
County Cllr. Williams (illness) and Cllr. Conway (personal).
The Chairman explained that Cllr. Hughes has resigned from the Parish Council. He was thanked for his commitment and hard work.
2. Questions from the public
A resident explained that she is representing residents of this parish who are disgusted with the way this parish has been this summer. These residents wish to bring the parish together peacefully by organising community events. The old Millenium Group will become the new Millenium Group which will be properly constituted with a committee and a bank account. The residents we have spoken to are interested in outdoor gym equipment and we would like the Parish Council to consider a site for this equipment and also funding from the Kineton Road development S106. We will be submitting requests for grants and are willing to assist with funding for the defibrillator. The Chairman and Cllr. Brine offered their support. Cllr. Brine explained that if this group requires some initial funding we have funds available under section 137. The Parish Council was thanked for this offer.
A resident said that he is objecting to levelling Church Lane field. This is a 500 year pasture field and should not be compared to the ploughed field on the Kineton Road where the houses are being built. Levelling this field could affect the drainage system. Rare habitats could be destroyed. Cllr. Brine said that we will be getting expert advice on ecological and archaeology issues and it looks like we need flooding advice as well.
A resident explained that he has sent an email relating to the planning application on land adjacent to The Old House. Cllr. Brine said that the email had been circulated to all councillors and the application will be discussed later.
The footpath to the cemetery has been cleared but more work is required. It was explained that footpaths are the responsibility of the County Council and can be reported by telephone or via the website. District Cllr. Kettle added that the County Council budget has been halved but it is their responsibility and should be reported to them. Cllr. Claxton said that he would look at this footpath.
ACTION: Cllr. Claxton to look at the cemetery footpath.
A resident asked if any other developments have contributed to the area apart from Spitfire Developments. Cllr. Brine said that other developments are contributing towards traffic calming and play and youth/adult provision.
People are walking over JLR land beyond the Warwick Road gate.
ACTION: The Clerk to bring to JLR’s attention.
A request was made for a speed camera on the Banbury Road. The Chairman said that he would speak to County Highways.
ACTION: The Chairman to speak to County Highways regarding a speed camera.
Cllr. Brine thanked the clerk for her help over the years. She explained that she is only leaving because she can’t do her job properly as a result of a councillor not working as part of the team. The Parish Council is a public body and needs to work together, making decisions at meetings and then acting on those decisions. No councillor should be carrying out work without authority.
3. Declarations of interest
The Chairman declared a personal interest in item 5(b) as a member of a charitable organisation that has applied for a grant for a defibrillator.
4. Acceptance of the minutes of the previous meeting (July)
The minutes had been circulated prior to the meeting. Cllr. Brine proposed that we accept the minutes, seconded and carried unanimously. The Chairman signed the minutes.
5. Matters arising from the minutes of the previous meetings
(a) Community Speedwatch; to consider a request from Lighthorne Parish Council for £250 towards the purchase price of the speed device
The Chairman and Cllr. Brine both agreed that it was very generous of Lighthorne Parish Council to lend us this device. Cllr. Claxton said that it wasn’t needed and we should give it back without payment. Community Speedwatch are using Bishop’s Itchington’s device which is much better. Councillors agreed that the speed device should be returned to Lighthorne Parish Council with a thank you letter.
ACTION: The Clerk to arrange for the speed device to be returned with a letter of thanks.
(b) Defibrillator update
The Chairman explained that a charitable organisation has applied for a grant for a defibrillator which they can then lend to us. We will need an electrician to install it.
ACTION: The Chairman to look at costs.
(c) Community Governance paperwork; circulation
Cllr. Brine briefly updated the meeting. The letter will need distributing around the village.
(d) Councillor vacancy; to appoint an interview panel
The Chairman explained that we have 4 candidates for 3 vacancies. The Chairman and Cllr. Claxton agreed to be on the interview panel. District Cllr. Kettle was asked if he could also be on the panel. He asked the Clerk to check with the monitoring officer at the District Council.
ACTION: The Clerk to liaise with the monitoring officer at the District Council.
It was further agreed that information was required from the candidates. The Chairman to draft the information required and the clerk to write to all 4 candidates.
ACTION: The Clerk to write to the candidates requesting information.
Cllr. Claxton asked for the identification of the candidates. The Clerk explained that she believes confidential information has been discussed outside of the parish council and is concerned about revealing identities until interviews have been arranged. The Chairman confirmed that he is aware of the identities of all 4 candidates and so was the previous chairman.
(e) To consider whether to apply for change of use on the Church Lane field
Cllr. Claxton said that we need to apply for a change of use on this field. Cllr. Brine asked that our homework be done before taking this forward.
ACTION: The Chairman to look into this.
(f) To consider 3 quotes for levelling the Church Lane field
Cllr. Claxton said that these were not available yet.
(g) Telephone Box; confirmation from BT
The Clerk reported that we now own this box. She will add it to our asset register.
6. County Council Matters (maximum 15 minutes)
(a) Traffic Calming Scheme update
The Chairman and Cllr. Claxton met with a County officer to walk the village and discuss ideas. The Chairman updated the meeting on this discussion. He is now waiting for a quote from County Highways for councillors to review and decide which elements to implement.
(b) Banbury Road bus shelters; design details
ACTION: October agenda item.
(c) Dual carriageway street lighting; map on website
7. District Council Matters (maximum 15 minutes)
(a) To receive report
District Cllr. Kettle updated the meeting on the planning application on land adjacent to The Old House. He said that there was no breach of planning with regard to the trees. Removal of hedgerows in the bird nesting season is a matter for the Police.
There is an open session on 20th September for Broadband suppliers.
(b) Strategic Housing Land Availability Assessment
Cllr. Brine briefly described each site. Councillors agreed that we have exceeded our allocated number of new homes and do not welcome any new sites. However, if we had to have a site then number 3 would be our preferred site as it is on a main road which is in need of traffic calming. It is in between residential properties and would have less impact on the parish. Site 6a would be our second option but with no more than 15 houses.
ACTION: The Clerk to respond to the District Council.
(c) Draft tree management protocol
(d) To consider a name for the new road by the Bowling Club
Councillors said that they did not agree with naming a road after a living person; Wright Way. They agreed that it should relate to the Bowling Club. Bowling Lane was agreed. The Clerk to respond to the District Council
ACTION: The clerk to respond to the District Council.
8. To receive planning applications
(a) 18/01382/FUL - The Old Vicarage
(b) 18/02090/REM - land adjacent to The Old House, Church Lane
Councillors agreed to object as The Old House should be the most dominant building near this site. These houses are large and imposing and will have a detrimental effect on this grade II listed building. They are too close to the environmental corridor next to the Gaydon Inn development. We request that the hedging between The Bakehouse and this site be reinstated.
ACTION: The Clerk to respond to the Planning Department.
9.30pm District Cllr. Kettle leaves the meeting.
9. To receive results of planning applications
(a) 18/01382/FUL - The Old Vicarage; refused.
(b) 18/01521/VARY - Ferndale, Warwick Road; refused.
10. Councillors Reports
(a) Cemetery; to consider quotes for additional work plus signage
The Chairman, Cllr. Brine and our contractor had tidied a significant part of the cemetery. The mound near the new graves needs moving. We have a quote for £240 to move this soil. It was agreed that this should be spread down the bottom. Councillors agreed this quote and also to request in future that grave diggers remove the excess soil from our land. Signage is required on the gate. Cllr. Claxton agreed to look at this.
ACTION: Cllr. Claxton to look at signage.
(b) Street lighting/litter/street furniture; street lighting inventory requires updating with LED lights
ACTION: Cllr. Claxton to look at this.
(c) Play area; to consider quote for maintaining the hedge
ACTION: October agenda item.
The clerk said that a Church Lane drain was reported as being blocked.
ACTION: Cllr. Claxton to investigate.
See item 2.
(f) Neighbourhood Watch
No new report.
(g) Gaydon Liaison Committee feedback
Minutes had been circulated.
(h) Church Clock; repairs required
The clerk reported that she has asked the Cumbria Clock Company to look at the clock as they carried out the service earlier this year.
(a) email re. play area provision
(b) email re. planning application 18/02090/REM
See item 2.
(c) GLH; Bellway Homes consultation
Cllr. Brine attended the consultation. No facilities on a grid layout. No linkage to the existing development.
12. Financial report/administration
(a) Bank balances
The Clerk reported the following balances:
Community account £10,016.94
Business account £10,620.03
(b) Website administration
The Chairman agreed to contact a resident regarding the password to this website.
ACTION: Chairman to contact a resident.
(c) New clerk; advertising
It was agreed that the role should be advertised by WALC.
ACTION: The Clerk to arrange.
(d) Bank reconciliation
ACTION: October agenda
13. Passing of any accounts for payment
The following accounts were proposed by Cllr. Brine, seconded by Cllr. Claxton and carried unanimously.
(a) C. Hill – Clerk’s gross salary (September) – £279.21
(b) Mr. C. Pickering - grass/cemetery maintenance plus signage - £585.00
(c) Mrs. C. Hill - expenses (Apr-Sep) - £116.44
(e) Ms. S. Roberts - battery for speed device - £10.75
14. Date of next meeting
Monday, 1st October at 7.30pm.
The Chairman closed the meeting at 10.30pm.