MINUTES OF THE MEETING OF SHIPLAKE PARISH COUNCIL HELD IN SHIPLAKE MEMORIAL HALL ON MONDAY, 9th JUNE 2008
AT 7.45 P.M.
1. PRESENT. Mr R.Dean, Mr.E.A.Ryder, Lord F.Phillimore, Dr P Skolar. (CC)Mr M.Leonard (DC), Mrs A. Law. Mr G Thomas, Mrs J Arnott, Mr R.B.Head, and Mrs A-M Bull .There were no apologies received.
2. DECLARATIONS OF GIFTS & INTEREST.
Councillors were given the opportunity to declare any gifts or interest in any item on the Agenda. None Declared.
3. MINUTES OF THE ANNUAL GENERAL MEETING HELD ON MONDAY, 12th MAY 2008
The following changes were noted:
Page 1 item Memorial Hall Playground .Line 21 Mr Head should read Mr Ryder
Page 2 item 5 line 4 memorial and badgers walk should read Memorial and Badgers Walk
Page 3 item 7, line 1, mill lane /mill road should read Mill Lane /Mill Road
Page 4 item 11, line 6, compliment should read complement
Page 5 item 11, should read item 12, line 10 prop should read proposed sec should read seconded.
Page 5 item 12, should read 13
Page 5 item 14/09, line 2, satisfactory he should read satisfactory. He
Page 6 item 18/09, at the end of the paragraph the following addition should be included: The Parish Council supported these views and the chairman will write to the Henley Standard.
Page 6 item 21/09, line 3, hall should read Hall
Page 6 item 13, should read 14.
Page 7 item 14, should read 15.
The minutes were then approved on a motion proposed by Mr Ryder and seconded by Lord Phillimore.
4. MATTERS ARISING FROM PREVIOUS MEETINGS
Report received form OCC following site visit Mill Road.
Present: Roger Hudson – Clerk to Parish Council, Mr Milne, Cllr Dr Peter Skolar, Bob Burgess – OCC
Steven Harris – OCC
Memorial Avenue
Edge Strengthening Work Instruction Raised
Mill Road Verge – Outside Lashbrook Mead
Re-seed Verge – 2 x Verge Marker Posts Work Instruction Raised
Mill Road Nr Lock End
2 x Blocked Gullies Work Instruction Raised
Nr Lock End – Either Side of Mill Road
Close to Junction Mill Lane
Reconstruct Verge/Erect Plastic Verge Marker Posts Work Instruction Raised
Station Road
Clean Gullies/Soakaways – Work Instruction Raised
Mill Lane On Next Summers
Consider for Surface Dressing Next Summer (2009) Surface Dressing List
A4155 Bus Stop
Close to Bottom Woodlands Road
Tarmac Repair to Concrete Bus Stop
Feather Carriageway Back to Bus Stop Work Instruction Raised
Mill Road Marked up and
Mark Up Pot Holes Awaiting Repair
A4155 War Memorial to Tower House
Side out Footway Work Instruction Raised
Mill Road Nr Junction Westfield Crescent
Hole adjacent to gully Work Instruction Raised
Top Station Road
Between War memorial and Crowsley Road
Kerb Installation No Budget
Mill Road
Ditch Full Length Requires Cleaning PC to contact Landowner
The Clerk has had contact from Mr Doble, following his communication, reference the drainage ditch alongside Mill Road .Mr Doble has agreed to clear the ditch at the earliest opportunity. The Clerk has had contact from Majesticare reference the road surface/ Bridge repair at Lashbrook House Nursing home .The Company confirmed that the repairs will be undertaken during the summer. The Chairman has received acknowledgement letter of communication on sites for development within Shiplake Parish.
Letter reference the Environment Agency’s proposed sale of relief keeper cottages has been sent on behalf of SPC to the editor of the Henley Standard. The Clerk to send a copy to Mrs Eileen McKeever at the Environment Agency.
5. POLICE MATTERS.
Mr D Parr attended the meeting to inform Council on the purpose and constitution of the rural NAG (Appendix 1).He highlighted the issue of poor communication in trying to get the rural NAG operational .He also reported that a Speed Indication Device (SID) was used on the 4155 at Shiplake and 4130 Henley- Nettlebed .Mr Parr reported that whilst the PCSO’s and the volunteers are very committed to the project they have no budget .Mr Parr reported that the cost of a fixed speed warning indicator would be £4000 the cost of speeding strips across the road to give data on speeds would be around £500.Mr Parr also reported that the GATSO camera located at Plowden Arms can be set up to monitor speeds in both directions without much alteration .
Police surgeries will move to an outside location for the months of June –Sept and will be held at The Corner Shop in the village Thursday 12th JUNE 2008 from 1.30pm to 3pm
Thursday 10th JULY 2008 from 1.30pm TO 3pm
Thursday 7th AUGUST 2008 from 1.30pm to 3pm
6. O.C.C. - Cllr.Dr. P. Skolar.
Dr Skolar thanked Council for their support in the Henley Standard by objecting to the sale of relief lock keeper cottages .Dr Skolar reported that County are highly involved in the North of the County because of an outbreak of Avian Flu. He reported on his concerns of the review of health resources. Lord Darzi who is advocating the implementation of large “Polyclinics”.Dr Skolar believes this is a London solution for a London issue which is inappropriately being applied across the country.£1million in resources is being invested by the County to create a private primary care service 08.00-20.00 , 7 days a week .
7. S.O.D.C. – Cllr. M. Leonard.
Mr. Leonard reported that he was honoured to have been elected as Vice Chairman of SODC and had already undertaken some interesting appointments, one being the Arts and Sports Bursary Awards to gifted young people. He gave the example of a very talented young sports man Thomas Seindler, 15years old, who is a resident of Shiplake and plays rugby for Henley Rugby Club.
Mr Leonard reported that there will be a by-election held for Henley Constituency on 26th June 2008 ,latest dates to apply for postal votes is 11th June and proxy votes 18th June.
The pavements in Henley are completed and the storage area in Greys Road car park will be dismantled. The work in Bell Street has been delayed until January 2009.
Mr Leonard reported that the PCSO’s in Henley are amongst the most active across the District with high numbers of fixed penalty parking notices , visiting crime victims and attending Community meetings. They have, however been lower than average in alcohol confiscations.
The TPO on the Cedar Tree in Bolney Road will go ahead despite its proximity to the house.
8. OPEN FORUM.
Meeting was suspended at 8.32pm.
Mr R Milne presented his report following the site visit of Mr R Burgess (report attached Appendix 2)
Mr Milne suggested and agreed by Council to write to Mr Burgess to thank him for his excellent support .Clerk to action.
Mr & Mrs Hill spoke in opposition to the planning application for House by the Water and in support of their own application for Sagamore.
Mr W Rose complimented the Chairman on his letter in the Henley Standard objecting to the sale of relief lock keeper houses and cottages and requested Council to send a copy to the Environment Agency .Actioned.
Mr Evans spoke of his concerns at not being able to address Council to support his planning application due to the timings imposed by SODC.
The meeting was reconvened at 9.07pm
9. SPECIAL REPORTS-PLANNING.
10. PLANNING.
The Planning Working party made the following recommendations which were approved:
P08/E0477 Cobnuts, 2a Orchard Close,
Shiplake Side first floor and rear single storey extension 14/05/08 SPC Working Party considered this to be overdevelopment of the site and un-neighbourly in its proximity and size to No 2 Orchard Close RECOMMEND REFUSAL
P08/E0495 Sagamore, Bolney Road, Lower Shiplake Refurbishment and extension of the boathouse 28/05/08 SPC Working party considered that this was an application for a dwelling house not a boathouse and on those grounds, should be refused.
RECOMMEND REFUSAL
P08/E0405/RET Redwood Park, New Road, Shiplake Retention of 2 x brick piers to hold a sliding wooden gate and mechanism plus a wooden post & rail fence 14/05/08 SPC Working party recommended that the brick piers be approved but gate should be of cast iron railings or similar in keeping with other gates in the road.
RECOMMEND APPROVAL with conditions
P08/E0520 Chalcott, New Road, Lower Shiplake Demolish and replace single dwelling house and garage 28/05/08 SPC Working party considered that this application was over development of the site and not in keeping with surrounding properties
RECOMMEND REFUSAL
P08/E0560 Holme, Station Road, Lower Shiplake Proposed vehicular access with new automated gates with supporting brick pillars SPC Working party has no strong views. NO STRONG VIEWS
DETERMINATIONS
P08/E0348 Byeways, Mill Road Shiplake Erection of single storey rear extension to dwelling house 03/04/08 SPC Working party had no strong views.
PERMISSION GRANTED 09/05/08 with 3 conditions
P08/E0385 Walnut Tree Lodge, Bolney Road, Lower Shiplake Proposed one storey studio extension and conservatory. Removal of existing conservatory 22/04/08 SPC Working party had no strong views.
PERMISSION GRANTED with conditions 22/05/08
P07/E1579 Lock End Lodge, Mill Lane, Lower Shiplake Demolition and replacement of lodge house. 09/01/08 We recommended this application be refused for the following reasons: windows on wall facing High Meadow should have opaque glazing on first floor; proposed building is too close to the boundary (with High Meadow).
PERMISSION REFUSED 23/05/08
P07/E1392 Land at rear of Collingwood and Briar Cottage, Baskerville Lane, Lower Shiplake Erection of 1 detached dwelling, 2 semi detached houses and new vehicular access 20/11/07 SPC considers that this application should be refused. The development will create a traffic hazard; adversely affect the surrounding area; erode a sense of openness in Baskerville Lane; erode privacy of Little Court; an incongruous layout of houses in this area.
APPLICATION REFUSED 14/12/07
APPEAL LODGED
Notification received of the Inspectors ruling on Appeal Decision - Land rear of Collingwood & Briar Cottages, Baskerville Lane, Shiplake, RG9 3JY
APPEAL DISMISSED 21/5/08
11. FINANCIAL MATTERS.
A copy of the financial statement for June, with details of the accounts due for payment, was reviewed. The Clerk has contacted HMRC to ensure there are no outstanding employers NIC payments due from years prior to 2006/7 .HMRC confirmed there are no outstanding payments. The Monthly accounts were approved on a motion proposed by Mr R Dean and seconded by Mrs J Arnott.
The Annual Financial Return had been reviewed in the Finance Working Party (FWP) held on 9th June 2008.Issues raised following last years audit were the identification of the schedules under which payments were made .It was agreed that this process needs to be tightened up and the FWP recommended that in future all payments will need to be approved with an identified schedule attached e.g. Section 137 .The Clerk to adapt the monthly accounts to allow this to be implemented.
The FWP expressed concerns at the value of the fixed assets quoted in the AFR and after consultation with the Internal Auditor it was agreed that the assets will be depreciated, starting from the 2006/7 Insurance value where appropriate i.e. office/playground equipment ,over fixed terms .The Memorial to remain at the Insurance value .The Clerk to action. The FWP carried out a review of the effectiveness of the Internal Audit using BDO template .The FWP recommended that the Terms of reference of Internal Auditor should be approved by Council prior to appointment next year .The review of the Internal Audit recommended that the terms of reference should pay more attention to the powers of purchase and the valuation of fixed assets .Subject to the open issues being resolved Council then approved the Annual Financial Return on a motion proposed by Mr C R Dean and seconded by Lord Phillimore.
12. MATTERS FOR CONSIDERATION.
25/09 MODEL CODE OF CONDUCT.
See item 14
26/09 RECREATION GROUNDS.
ROSPA Inspection will take place during July 2008
Badgers Walk - Mr. Leonard reported the condition of the equipment and the general condition of the playground was acceptable. Mr Leonard to carry out a confirmatory check of all the assets at the playground.
Memorial Hall. Mrs Law reported the condition of the equipment and the general condition of the playground was acceptable. Mrs Law to carry out a confirmatory check of all the assets at the playground.
.
27/09 HIGHWAY MATTERS.
The following items are being reviewed by OCC
OCC ref: 133646 Footway to Tower House no report received
OCC ref: 133650 Footway in Plough lane no report received
28/09 FOOTPATHS.
Mr Head requested an update on the ‘Footpath’ between Badgers Walk and New Road.
29/09 SHIPLAKE – DEVELOPMENT OF FACILITIES.
Bus Shelters .Mr Head submitted the following report having inspected the four bus
shelters within the Parish.
Recommend clean and prepare all surfaces and apply one coat of CUPRINOL Shed and Fence treatment in FOREST GREEN. Council requested Clerk to get quotations for the work.
Separate contractor to replace seat in the shelter at the Plowden Arms with timber of similar section to existing.
. Latest issue of newsletter distributed.
30/09 ENVIRONMENTAL MATTERS.
None reported
31/09 S.O.D.C.
Mr Ryder reported that some of the trees lining Woodlands Road are being felled for safety reasons. He believes there is a suggestion for the replacements to be another species rather than Canadian Maples .The trees were planted by the Marsden Family (donors of the Memorial Hall) as a gift to the Parishes and another memorial for the Parish.Ms S Pragnell of Harpsden Parish Council had raised this with Mr Ryder and said they were similarly concerned.
The Clerk was requested to contact SODC to ensure Canadian Maple is replanted.
Communication from planning services reference Open Space Sport and Recreation study requesting input on 3 issues 1)Validation of facilities,2) Appropriateness of proposed standards. 3) Our Priorities .CD and report tabled .Passed to Mrs A-M Bull for review.
Confirmation received that Basmore Avenue will now be known as Basmore Lane.
Advance notification received of Town & Parish Council Forum planned for 11th November 2008.Tabled
32/09 O.C.C.
Latest issue of HOME 2 School (Summer 2008) received .Tabled.
Notification of Modification order of Footpath 38 made on 6th May 2008 .Representations to be lodged by 30th June 2008.Tabled.This order makes a new (official footpath joining up in a circular route.
5 Copies received of Oxfordshire Minerals and Waste Plan May 2008 edition .Tabled
Notification of change in law regarding planning applications from 6th April 2008 all planning, (except mineral working) need to be made on standard form known as ‘1APP’ form.
Early notification of Town and Parish Council Forum 2008 to be held at SODC offices on 11th November 2008.
33/09 O.A.L.C. /O.R.C.C.
SLCC notification of summer seminars 9th and 10th July 2008 at Cheltenham .Tabled
ORCC Invitation received to attend Rural Affordable Housing seminar on 2nd July 2008 at Brightwell cum Sotwell.
Latest issue of news bulletin received from ORCC May 2008. Tabled
Email received from OPFA inviting delegates to a series of Road shows on Managing, Maintaining and Inspecting Play Equipment.
Enquiries to OPFA, Jericho Farm, Worton, Witney, OX29 4SZ tel: 01865 883488 email: opfa@ruralnet.org.uk
CPRE Copy of “Fieldwork” June 2008 issue received. Tabled.
CPRE Notification of AGM to be held on 28th June 2008 at Woodstock .Tabled
34/09 MEMORIAL HALL
Lord Phillimore explained the current situation regarding the Memorial Hall agreement following discussions at the Finance Working Party .Our Insurers continue to be uncomfortable with one clause which indemnifies the Trustees against all legal liability and believes there may be a gap however remote but we as a Council could be exposed. The conclusion of the FWP is that we cannot accept this clause and recommend that the agreement be amended to exclude this section .The Clerk will then write to the committee explaining our reasoning .If this is unacceptable the onus will be on the MH committee to suggest a solution as our options have been exhausted. Council approved this action.
.
35/09 CHILTERN SOCIETY.
Copy of the latest Chilterns Conservation Board Notice of accounts (for display on notice board .Tabled.
Notification of launch of Chilterns AONB parishes Fund .Grants available for Parishes up to £500 for projects within parish which enhance natural beauty of the AONB, or promotes understanding of local countryside .Tabled
Request received to renew subscription. Tabled
Latest issue of Chiltern News June 2008 received .Tabled
Email advertising special conference on the historic environment of the Chilterns – “Making of the Chilterns Landscape”, takes place on 21st June in Chalfont St.Giles.
36/09 DEFRA & OTHER GOVERNMENT CORRESPONDENCE.
Communication received from South East Sustainable Futures Group together with copy of the SE Regional Sustainability Framework .Tabled
Communication from SEERA requesting input into a review of Sub Regional allocation of Primary Land-Won aggregates in the South East .Tabled
13. CORRESPONDENCE
Letter of thanks for donation received from Sustrans
First copy of Townlands Hospital and Community Services project Newsletter received (June2008)
Notification of Bucks County Show which will take place on 29th August 2008
14. ITEMS OF INTEREST OR FOR FUTURE DISCUSSION.
Lord Phillimore proposed the following resolution: that Shiplake Parish Council should exclude the Public for the period whilst the Council discussed the matter of two Councillors who had been accused ,and subsequently cleared ,of allegations of infringing its Code of Conduct. This was seconded by Mr R Dean, and agreed unanimously.
There being no further items of business, the Chairman closed the meeting at 10.28pm
R.V.Hudson.
Clerk to the Council.
1/7/2008