FOREST HILL WITH SHOTOVER PARISH COUNCIL. PARISH COUNCIL MEETING MINUTES of the meeting held on Thursday 11 January 2018 at 7.00pm in the Village Hall

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1 FOREST HILL WITH SHOTOVER PARISH COUNCIL PARISH COUNCIL MEETING MINUTES of the meeting held on Thursday 11 January 2018 at 7.00pm in the Village Hall Present: Parish Cllrs. M. Leeding - in the Chair G. Blomley A. Boylston C. Goffey J. Hobbins County Cllr. K. Johnson for part District Cllr. J. Walsh for part Clerk and RFO. H Cross Members of the Public. None No. Item 138. APOLOGIES FOR ABSENCE received from Cllrs. A. Waite-Brown, C. Massey 139. DECLARATIONS OF INTEREST Cllr. M. Leeding Village Hall, Bus Service 140. PUBLIC FORUM No members of the public were present CONFIRMATION OF MINUTES OF LAST MEETING held on Thursday 7 December Minutes had been previously circulated and taken as read. One alteration was made and initialled by the Chair. Cllr. Hobbins had sent his apologies but because of an difficulty for Cllr. Hobbins the Clerk had not received them. The minutes were signed as a true and accurate record MATTERS ARISING FROM PREVIOUS MINUTES (113.) Possible laying on of water from the village hall to the allotments. (since Dec 2017). The Clerk had written to Lincoln College for permission, they had replied asking for more information. Bruce Davies produced a sketch and measurements which the Clerk forwarded on. The College had no record of underlying facilities anywhere else in the vicinity of the hall. On going. (115/91.a) Potholes on the junction of Mickle Way with Stanton Road. (since Nov 2017). Work planned to start on 12 Dec 2017 was cancelled due to snow. It was now due to start on 15 January, Ongoing. (115/93.a) Crossing of the A40 extending speed limit. Speed surveys need to be carried out. (since Aug 2016) - Ongoing (115/93.b) War Memorial Cleaning. (since Dec 2016) Work completed. A grant of 570 had been received from The War Memorial Trust. The Clerk had completed the receipt papers and written a letter of thanks. (115/93.c) Parish database. (since May 2017) Ongoing. (115/93.d) Lincoln College footpath. (since Aug 2017) Ongoing. (115/93.e) Bayswater Mill possible options for converting a disused building into a community facility. (since Sep 2017). Cllr. Boylston reported that a group of Bayswater residents had formed a committee to produce suggestions on how to use a part of the building. This was

2 welcomed by the Council. Ongoing. (115/93.g) Installation of swing and trim trail in Recreation Ground. (since Sep 2017) Ongoing. (115/93.j) Defibrillator purchase and installation. (since Sep 2016). Clerk wrote to Lincoln College and the Village Hall Committee. Lincoln College had no objections. Cllr. Leeding will discuss with the Village Hall Committee at their meeting next week. (115/102) Hedge surrounding burial ground. (since Nov 2017). The work was due to be completed today, 11 January. (116.a) Possible purchase of 30mph stickers for displaying on householder s rubbish bins on main streets throughout the village. (since Dec 2017). Ongoing. (116.b) SODC deep cleanse in Forest Hill. Although the Clerk had written to SODC requesting they pay particular attention to Main Street. This had not been done. Ongoing. (119.f) Village Hall lease renewal Sept 2018 (since Dec 2017). Clerk had written to Lincoln College who had replied saying a decision had not yet been made. Ongoing. (129.) Parish Notice Boards placed in Bayswater have been vandalised. (since Dec 2017). - Ongoing (130.b) Water on the road in front of Bank Cottages. (since Sep 2016). The Clerk had corresponded with a resident of the Cottages. Monsoon Engineering had agreed to organise to have the water tested to establish if it is mains or spring water. Ongoing. (131.) Parish Map to be offered to Shotover House. (since Dec 2017) The Clerk had written to Shotover House. Ongoing. (136.d) Damage to elevated footpath alongside St Nicolas Church.(since Dec 2017). The Clerk had written to SODC, Highways. (136.m) Minchin Court Farm possible site for development of affordable housing. (since Dec 2017). The Clerk had written to New College and awaits a reply. - Ongoing. (136.o) Poppy Wreath for PC to lay annually on Remembrance Day. (since Dec 2017). Ongoing OCC and SODC MATTERS SODC There was nothing to report. Cllr Walsh requested that we inform residents that the refuse collection was to be made early in the mornings and bins should be put out the night before. Action: Clerk to include in the report to the next 4 Parishes Newsletter. OCC - Cllr. Johnson reported that OCC had formed a Growth Board to produce a 5yr housing plan. OCC are calling for a public inquiry into the Oxford Cambridge Express Way. The Action group opposes development on the Green Belt. A decision on the corridor of the Expressway was expected to be made before July Cllr. Leeding had attended meetings on this on behalf of OALC. Cllr. Johnson was still working with OCC towards providing more local buses but currently there was no more capacity for an increase in services.

3 144. SODC LOCAL PLAN Nothing to report. Ongoing PLANNING REPORT a) SUBMITTED i) P17/S4301/HH, for replacement of single garage with first floor ancillary accommodation previously circulated. There were no strong views. ii) Tree Preservation order no.17s32, to consider the preservation of some trees at Bayswater Farm, Bayswater Farm Road, Headington, Oxford, OX3 8BY previously circulated. SODC had made the order. b) DECISIONS - None c) PENDING i) P17/S2137/HH ii) P17/S4060/FUL Withdrawn iii) Received since writing and circulating Agenda - P17/S4458/HH, for development work at Hill House, Old Road, Shotover Hill; for Demolition of existing porch, construction of two storey side and rear extension. There were no strong views FINANCIAL ISSUES BALANCES at bank - a) Deposit A/C as at 5 Dec , Current A/C as at 5 Dec , this figure included payment of 1, made to Harri-Stone Masonry for invoice received after last meeting, previously agreed Less: Payments authorised at last meeting - with addition of E.ON payment for invoice received after writing Agenda , b) Accounts for payment Clerk pay 4/12/17-5/1/18 - Inv 18/ Clerk expenses itemised in Inv 18/ E.ON for electricity supplied to sports changing rooms 1/12/17-1/1/18 Inv H A c) Earmarked reserves - Defibrillator 1, d) Consider any further proposals from Councillors for use of balances - A climbing wall for the Recreation Ground was suggested. e) Request for donations or annual subscriptions - None f) Receipts Grant from War Memorial Trust g) 3 rd quarter review of finances up to 31 December 2017 previously circulated. h) RFO update - for information

4 i) Precept 2018/19 form completed and returned to SODC for 15,500 as previously agreed in minute item 2017/97f. ii) Necessary documents were submitted to Internal Audit within the deadline BUS SERVICE and TRANSPORT ISSUES Cllr. Leeding reported that there are currently fewer people using the bus service, probably owing to the Christmas and New Year break. The bus drop off and pick up point in the centre of Oxford had been changed from Beaumont Street to Broad Street. This had been a popular choice with those using the service. Cllr. Leeding continues to record numbers RECREATION GROUND Play ground equipment was still being reviewed. Part of the fence around the recreation group is broken. Action: Clerk to contact Rikki Grandi 149. VILLAGE HALL Cllr Leeding reported that the Village Hall reserves as at 2 January 2018 were: Current Account 4,223.03, Deposit Account 2,845.29, Totalling 7, The rise in income reflected extra Hall rentals over Christmas. At the next meeting in January the Committee would discuss the damp problem at the stage end of the hall. a) Future Management of the Hall. Cllr. Leeding s written report was previously circulated. He will present it at the next meeting of the Village Hall committee. Action: Clerk to add to next Agenda ALLOTMENTS Nothing to report BURIAL GROUND Nothing to report. (a) Cllr. Blomley had researched a supplier and prices of grave number markers. It was resolved to go ahead with the purchase of 100 at a price of each ex VAT plus delivery of approx Action: Clerk to order GRASS CUTTING ROTA Cllr. Hobbins would meet with BGG Garden and Tree Care Services to discuss a timetable for the next year. Action: Cllr. Hobbins 153. OALC / NALC Cllr. Leeding reported he had been re-elected onto 2 NALC committees POLICE MATTERS A written report had previously been received from Thames Valley Police Currently Thame and Wheatley Neighbourhood Policing Team have 3 main policing priorities, these cover burglary, rural crime and ASB. Over the past 6 month the team have worked hard to make sure the crime figures are reducing within these categories, and the public are reassured. Dedicated patrols and crime prevention advice have been included as part of an action plan to help maintain this COMMUNITY EMERGENCY PLAN Cllr. Leeding would circulate a report for consideration at the next meeting. Action: Clerk to add to next Agenda.

5 156. OXFORD CAMBRIDGE EXPRESS WAY As recorded in item PARISH RISK ASSESSMENT Water on road in front of Bank Cottages. (since Sep 16). As recorded in item ITEMS FOR AUTHORISATION and AGREEMENT Authorise Clerk attendance at recommended training course: Role and Responsibilities 21 March 2018 cost incl. VAT. Authorised INFORMATION and CORRESPONDENCE i) OALC December 2017 Newsletter previously circulated. ii) Register of Members interests previously circulated. iii)fix my Street x 2 Potholes in Stanton to Forest Hill road. Received since writing and circulating the Agenda: (iv) Oxfordshire Minerals and Waste Local Plan: Part 2 Site Allocations - previously circulated. (v) The Maple Tree Centre previously circulated (vi) St Nicholas Church Forest Hill with Shotover: Section 215 notice previously circulated. (vi) There had been delays in the deliveries of gas to residents of the Bayswater Mill Park. On at least one occasion leaving a couple in their 80s without gas for a weekend. Action: Clerk to write a letter to gas supplier DATE, TIME AND PLACE OF NEXT MEETING agreed Thursday 22 February 2018 at 7.00pm in the Village Hall The meeting closed at 8.20pm. Signed as a true and accurate record.. Date

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