Minutes of Parish Council Meeting held on Monday 10th May 2021

Minutes of the Chadlington Parish Council Annual General Meeting held at Chadlington Memorial Hall on Monday 10 May 2021 (Start 1930, Finish 2125).
Present: Cllrs Zoe Townsend, Chairman, Nicky Lloyd, Hilary Moore, Andrew Carpenter, Heidi Davies & Gill Hill (Clerk). County Cllr Liz Leffman. Members of the public 6.
Minutes

  1. Election of Chairman
    Cllr Zoe Townsend was proposed by Cllr Hilary Moore and seconded by Cllr Heidi Davies.
  2. Election of Vice Chairman
    Cllr Heidi Davies was proposed by Cllr Zoe Townsend and seconded by Cllr Hilary Moore.
  3. Apologies
    Received from District Cllr Neil Owen and Sam Peet.
  4. Declarations of Acceptance of Office from newly elected Councillors
    These were done.
  5. To arrange co-option of Councillor prior to 23 June 2021
    Two residents made presentations to the Council and were subsequently asked to write to the Council with their ideas for the future.
  6. Declarations of Interest
    Cllr Andrew Carpenter declared an interest in Plum Tree Cottage planning application.
  7. Minutes
    The Minutes of the meeting held on Thursday 11 March 2021 were approved and signed with an amendment to item 311 to read ‘Concern was raised with regard to a planning application increasing coverage to a 30-mile radius which had been approved at a 16 mile radius).
  8. Matters arising from Minutes
    Thanks to be given to Wid Ingram for organising Zoom for the March meeting.
  9. District & County Councillors Reports
    Cllr Neil Owen submitted his last report for the Parrish Council as he was standing down from local politics after many years. He would like to thank the Parish Council and various Chairs for their friendship over the years.
    The last year has been impossible in regards to carrying out a District Councillor’s role. Lockdown, personal isolation, sterile Zoom meetings and lack of real contact with local people have contributed to a feeling of immense frustration. However, the officers and staff of the District Council have coped brilliantly in responding to constant orders from Central Government to maintain and support the financial health of the District. West Oxfordshire has, over many years of good financial management, built up a reserve that has stood us well in this crisis. We are a lot better placed than many other Councils and relatively low Council taxes attest to this.
    Finally I should like to thank and acknowledge the tremendous work done by our local organisations in helping and supporting the community. Good Neighbours indeed.
    Cllr Liz Leffman
    The general subjects of drains and gullies were discussed along with the 20mph proposed speed limit for villages for which there is money in the budget.
  10. Public Participation
    Comments of concern were made about the activities at Diddly Squat Farm and how it was going to affect the village.
  11. Coronavirus: Community Issues
    Nothing new to report.
  12. Parish Plan
    The Parish Plan had been developed two years ago and needed to be reviewed. Ideas needed to be developed for garden areas in the parish.
  13. Drains and Gullies
    These had all been checked by Martin Chapman for which the Council would like to thank him, in addition to which he had arranged to clear footpaths of weeds and other obstructions.
  14. Memorial Hall
    There is hope that the Memorial may be able to open again on 27 June. There has been no request from regulars to start using the Hall again. Thanks to be given to Ann Gates for all her hard work in the garden and also for her noticing that the newly placed bench donated by the Diplock Charity had been tampered with by someone obviously with a view to removing it. Security lights are to be installed.
  15. Allotments
    Nothing to report.
  16. Playground
    The toddler area needs a power wash.
  17. Speedwatch
    On hold.
  18. School Parking
    This ongoing problem needs handling. Contact with the school to be made.
  19. Review of Risk Assessment
    The annual review of the Risk Register has been approved by the Council.
  20. Review of Asset Register
    The annual updated review of the Asset Register was approved by the Council.
  21. Planning
    Applications received
    21/00600/HHD
    Plum Tree, Chapel Road
    Alterations to include the addition of cladding to South and West elevations, conversion of attic space to create extra living space with the insertion of a dormer window and roof lights. CPC had no objection to this application.
    21/00683/HHD
    Westbury, Bull Hill. Erection of a two storey and single storey rear extension.
    21/00715/HHD
    Apple Brook House, Horseshoe Lane Erection of oak framed detached car port.
    Applications approved
    21/00125/HHD
    Lowlands Bungalow, West End
    Demolition of existing conservatory and outhouses. Alterations to include erection of single storey side and rear extensions and insertion of three additional rear dormer windows. CPC had no objection to this.
    21/00257/HHD
    Willowbrook. Brook End
    External alterations and the erection of single and two-storey extensions. CPC had no objection to this application.
    20/03444/S73
    5-12 Chipping Norton Road Variation of condition 7 of 20/01457/FUL to widen the goods that can be retailed on site to within 30 mile radius. CPC objected to this application.
    Town and Country Planning Act W/21/00058/PRMA Diddly Squat Farm Shop Licensing Application
    20/03118/FUL
    Lower Buildings, Green End Conversion of existing of existing agricultural buildings to form one dwelling along with extensions to existing cottages to create ancillary accommodation.
    Works to include the erection of a car port with store and demolition of one barn. CPC had no objections to this.
    21/00421/HHD
    2 Bull Hill
    Erection of a single storey rear extension Applications Withdrawn
    20/02509/FUL
    Lower Court Farm, Green End.
    Alterations and extensions to Lower Court Farmhouse. Conversion of attached and detached farm buildings to provide principal and ancillary residential accommodation. Demolition of modern farm buildings. Erection of new garaging, estate office and service yard and associated landscaping.
    20/02510/LBC
    Lower Court Farm, Green End.
    Alterations and extensions to Lower Court Farmhouse. Change of use of attached and detached farm buildings to provide principal and ancillary residential accommodation. Demolition of modern farm buildings.
    Applications Refused
    21/00269/S73
    Diddly Squat Farm Shop, Chipping Norton Road
    Removal of condition 2 of Planning Permission 20/01457/FUL to allow the roof material of the new farm shop to be metal sheeting (retrospective).
    CPC strongly objected to this application. Refusal Reasons: The proposed change of roofing material for the farm shop from a slate to steel sheeting will dilute the design quality of the proposal in this high valued landscape which would have a harmful impact on the appearance and character of the Cotswold Area of Outstanding Natural Beauty in conflict with Policies EH1, OS2 and OS4 of the adopted West Oxfordshire Local Plan 2031 and advice in the NPPF and National Design Guide
  22. Audit Requirements for the Annual Governance & Accountability Return
    Certificate of Exemption approved and signed
    New Chairman elected Cllr Zoe Townsend
    Accounts for 2020-21 approved subject to Internal Auditor
    Noted the Annual Internal Audit Report
    Noted the Annual Governance Statement
    Noted the Accounting Statements
    Analysis of variances noted
    Bank reconciliation approved and signed
    Period for the exercise of public rights and other information required by Regulation 15 (2), Accounts and Audit Regulations noted.
    The above await receipt of the Internal Audit Report
  23. Finance
    Expenditure for approval:
    Standing Order (monthly) Clerk’s Salary for May & June £269.44
    Annual Membership to Community First Oxfordshire £55.00
    Zoom Meeting 8 March £14.39
    Approval of monthly bank reconciliation March 2021
    Current Account Opening balance 01 Apr 2020 £30,228.09; income to
    31 March 2021 £21,557.77; expenditure to 31 March 2021 £13,199.15
  24. Correspondence
  25. Other Issues
  26. Information Exchange
    Date of next meeting: 7.30pm Monday 12 July 2021 at Chadlington Memorial Hall
    Signed………………………………….Chairman
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