Parish Council Minutes

Little Milton Parish Council

Minutes of Council Meeting held on Wednesday 9th March 2005

in Little Milton School Library

Present:  Mr Stuart McGill (Chairman)

                                                                Mrs Isabel Fox

                                                                Mr Barry Coward

                Mrs Alison Shelton

                                                                Mr Simon Oddie

                                                                Mrs Mabel Wood       

                                                                Mr Raymond Fergusson (Parish Clerk)

Apologies                                                 Mr David Turner (County Councillor)

                                                                Mr John Nowell-Smith (District Councillor)

                                                                1 member of the public

1/03/05   Minutes

The minutes of the Parish Council meeting held on 9th February 2005 were accepted as a true record and signed by the Chairman.

2/03/05  Declaration of any personal or prejudicial interests of members

Mr Stuart McGill declared a personal and prejudicial interest on item 7 on the Agenda as well as the approval of the resolution to seek approval of funding from the Public Loans Board under item 8 on the agenda.

3/3/0     Apologies for Absence

Apologies for absence had been notified by Mr David Turner. The Clerk explained the need to have this item formally on the agenda as it was necessary for the Council to approve the reason for absence of any member. If a Council member is absent for six consecutive months without Council approval then the member will automatically lose office.

4/03/05   Matters Arising

Steps adjacent to Coopers site Old Field/ Path adjoining Chiltern View

The Clerk reported that the matters were still being investigated by OCC at Drayton. The Clerk also informed the meeting that he had highlighted to OCC a damaged manhole cover on the grass verge adjacent to the Recreation Ground. The Clerk will follow up the outstanding points with Mr Kevin Batchelor at the Drayton Depot. (Action Clerk)

Site visit to Barn, South Lodge with SODC

The Clerk reported on the recent visit by SODC in connection with the Barn in response to a letter received from Miss Jennifer Hardt of SODC Conservation. The meeting was inconclusive. The Clerk informed the meeting that he had received a Listed Building Application in respect of the Barn and that it would need to be discussed at a separately convened meeting as it was too late for the current meeting. Mrs Isabel Fox asked the Clerk to provide planning guidance on Listed Buildings to allow Council members the opportunity to give proper consideration to the application. (Action Clerk)

Best Kept Village Competition

The Clerk reported that there had been no response to the request in the March Newsletter for volunteers to co-ordinate our entry.

Outline timetable in respect of relocation of Post Office

The Chairman stated he had not yet undertaken the task. Mr Barry Coward expressed his concern over the viability of the Post Office and felt that an outline business plan should be produced before any decision is taken on relocation. Mrs Isabel Fox also offered some assistance to support this project. The Chairman agreed that he would take this item forward. (Action Mr Stuart McGill)

5/03/05   A329 Advisory Group

Mrs Alison Shelton reported on behalf of Mr David Turner that he had  attended a meeting with the Area Engineer Peter Ronalds, two other County Councillors and the Police reference weight restrictions on the A329 / B480 and other roads in the other two Councillors areas.  At first the police were not too supportive.  However, after he explained that Parishes like Newington and Warborough, whilst not happy with those breaking the restrictions, they were grateful that the imposition of the weight restrictions had reduced the problem by 75%, the Police engaged in a more constructive manner. The outcome of the meeting was that a list of desired weight restrictions have been identified and a new heavy vehicle traffic count is being planned to confirm the current situation and come up with proposals.

The Chairman in formed the meeting on the notices that had been received from OCC in respect of the A329 Temporary Traffic Measures and the extension of the existing A329 Little Milton 30 mph speed limit.

Mrs Alison Shelton explained that the A329 Group were discussing the various developments that were taking place and any recommendation on Flashing Speed Warning signs would not be forthcoming until there was time to assess the impact of the current actions. However the possible options for the centre of the village would not be considered by  OCC until 2005-06 but the Group would seek comments from residents by inserting an article in the Newsletter. (Action Mrs Alison Shelton)

6/03/05  Recreation Ground

The Chairman informed the meeting that a programme for trapping moles had been instigated for the Recreation Ground at an estimated cost of £200.

7/03/05 Village Hall

Mr Stuart McGill  asked Mr Simon Oddie to take over the chair of the meeting as he had already declared a prejudicial interest on this agenda item.

Mr Simon Oddie invited Mr Richard Allison, Chairman of the Village Hall, to present the capital proposal for the new Village Hall to the Council.  Mr Allison  reported that the ground works had started and were expected to continue for about four weeks. He also explained that the Trustees had received final cost figures from Pinelog and he then proceeded to take the Council through the capital proposal highlighting any risks that existed within the proposal. A summary of the key points were as follows:-

• The proposed cost of £283,010 is £74 higher that the cost included in the referendum papers presented to the Village in October 2005 although the make up of the costs had changed as more work was being done outside the main contractor.
• The funding from third party grants was £9,781 less than anticipated due to the lower level of costs attracting grants and a lower level of grant from WREN due to a misunderstanding when the original application was submitted.
• The level of internal funds of the Village Hall was £8,073 higher than the original forecast.
• The overall shortfall was now budgeted at £34,394 but the Trustees felt that it was prudent to include a contingency of £10,000, making the overall requirement from the Parish Council to be £44,394.
• The possible savings available within the cost proposals relate to the depth of the foundations where £3,000 has been included for any additional depth. The cost of flooring had been included at a maximum cost and could yield a further £2,000 saving. There was also a possible saving of £1500 on the connection of services. It was also noted that the tax recovery of £1,775 had not been included as a source of funds.
• There was a possible exposure if the requirements in respect of the Disability Discrimination were higher than had been anticipated in respect of the car park.
• The Chairman of the Trustees stated that the contingency was for essentials and not desirables although he indicated that there might be a need for the Parish Council  to provide funding to allow grants to be obtained from third party funders for possible facilities within the hall. However at this stage there were no proposals.

Mr Barry Coward raised a question over the lack of any security system and it was agreed that this matter should be addressed with the insurers of the Village Hall. Mr Simon Oddie asked the Council members to consider the level of borrowing that the Council should apply for from the Public Loans Board. He suggested that although the Council had originally indicated a level of £50,000 it might be more appropriate to lower the figure to £40,000. The matter was discussed and it was resolved to seek borrowing approval of £50,000 from the Public Loans Board with a borrowing term of twenty five years. The clerk explained that with a likely General Election in May it was important to submit the application as soon as possible. Mr Simon Oddie requested that a monthly financial statement should be submitted to the Parish Council to allow members to review the progress of the project.  

8/03/05   Finance

Mr Stuart McGill took over the Chair of the meeting.

The Council approved the following expenditure:

                Colourplus – March 2005 Newsletter                £227.01                                

                Envelopes                                                       £14.10                                   £241.11

                Parish Clerk salary 2004-05                            £986.00

                Editor Honorarium 2004-05                            £986.00

                Clerks/Editor Expenses                                    £73.10                                 £2045.10

                Gainey Erwood Associates – Domain name registration                                  £116.33

                Waste Recycling Group – 11% matching funding                                          £4,895.00

                Mr Mark Willis (Helpful Hirings)                                                                      £18.20

The Clerk advised the Council that cash reserves available before any of the above expenditure stood at £10,300 and the Council would have approximately £3,000 at the end of the Financial Year.      

  9/03/05  Planning

            P05/W0165 – 17 Chiltern View; Raise garage roof to provide bedroom and bathroom

                The Council recommended approval of this application.

            P05/W0166/LB – Fletchers Farmhouse; variations to approved application P04/W0473/LB

The Council recommended refusal of this application as they considered the introduction of velux windows in the main house as inappropriate for the listed building. 

P05/W0128 – Woodbine Cottage; construction of two storey extension

The Council recommended approval of this application.

            P05/ W0020 – Willow Bank

                The Council has been advised that this application was approved by the Planning Authority.

10/03/05   Correspondence

The following correspondence was briefed by the Chairman:

ODPM – Vibrant Local Leadership; Citizen Engagement and Public Services

The Chairman explained that the two publications were part of the development of local vision and sit alongside other documents that form part of the strategy for the future of local government. The ODPM are seeking comments on the documents as part of an inclusive debate. The Clerk stated that he would send in comments as he had concerns about the appropriateness of some of the proposals within very small rural communities. (Action Clerk)

The Standards Board for England

The Chairman informed the meeting that the Standards Board is conducting a review of the Code of Conduct at the Government’s request. He requested that members complete the questionnaire and return them to the Clerk so that he can co-ordinate the response with SODC. (Action All)

Thame Area Forum

The Chairman reminded Council  members of the Thame area Forum meeting on Thursday 10th March.

SODC Burial Ground Survey

The Chairman reported to the Council that the Home Office are conducting a major survey into Burial Grounds. As the Churchyard at St James’ is administered by the Oxford Diocese there is no requirement for the Council to complete the questionnaire as it will be managed through the Diocese of Oxford.

11/03/05 Any Other Business

             Mr Barry Coward expressed his concern over the future of The Lamb Pub and it was agreed that the Clerk should write a letter to the owners expressing the Council’s desire to see it continue as a commercial establishment within the Village. (Action Clerk)

             Mrs Mabel Wood asked the Council to consider providing some financial support to the maintenance of the flower bed adjacent to the Millennium feature at The Cross. It was agreed that Dee Waldron should be invited to the Parish Council Meeting in April to explain the level of support that is needed.

             The Clerk circulated members with a list of key duties and responsibilities of a Councillor following his attendance a recent training course organised by OALC.  

            The meeting was closed at 10.00 p.m.

12/03/05 Date of Next Meeting

            The Parish Council will meet on Wednesday 23rd March 2005 at 8.00 p.m. in Little Milton School Library unless there is a need to convene any planning or other meetings.

              Parish Forum

              No items were raised.