DRAFT MINUTES OF AN ORDINARY MEETING OF GAYDON PARISH COUNCIL HELD IN THE VILLAGE HALL ON TUESDAY, 5TH JANUARY 2016 AT 7.45PM
PRESENT: COUNCILLORS J. BRINE (CHAIRMAN), A. CLAXTON, D. MORISOT, COUNTY COUNCILLOR C. WILLIAMS, C. HILL (Clerk) and 10 members of the public
1. Apologies for absent
Cllr. Hughes (illness) and District Cllr. Kettle (business commitment).
2. Questions from the public
A resident reported that the lights on the petrol station are intrusive and the station also appears to be 24 hours. The Clerk was asked to investigate.
ACTION: The Clerk to speak to the enforcement officer.
The Chairman thanked the resident who kindly updates the website for us.
3. Declarations of Interest
Cllr. Claxton declared a pecuniary interest in items 12(f) and 13(c) as he has provided a quote and is a recipient.
4. Acceptance of the minutes of the previous meeting (December 2015)
The Clerk had circulated the minutes prior to the meeting. Cllr. Claxton proposed that they be signed, seconded and carried unanimously. The Chairman signed the minutes.
5. To consider requesting that the Parish Council be increased to 7 councillors
County Cllr. Williams explained to the Parish Council that this is a long process. The Clerk explained that because the Parish Council has responsibility for the residents and employees in this parish the District Council should consider our request. The current workload caused by Jaguar Land Rover requires more councillors. Cllr. Claxton proposed that we ask the District Council to consider increasing our number to 7, seconded and carried unanimously. The Clerk was asked to draft a letter to Mr. Paul Lankester.
ACTION: The Clerk to draft a letter to Mr. Lankester at the District Council.
6. Matters arising from the minutes of the previous meetings
(a) Community Project for Balfour Beatty update
The Clerk reported that Balfour Beatty have decided to assist Bishop’s Itchington Primary School instead of the projects that Gaydon had suggested. The Chairman said that this is good news for the school but not for Gaydon. It was agreed that the Clerk should write to Balfour Beatty explaining that the school is not our catchment school and asking if they are able to assist with either funding for the war memorial, mending street furniture or removal of the tree stump on the village green.
ACTION: The Clerk to write to Balfour Beatty.
(b) Community Project for Osbornes update
ACTION: Cllr. Morisot to talk to Osbornes.
(c) Traffic WP update
8 residents have responded to our note in the parish magazine regarding community speedwatch and 20mph. It was agreed that Cllrs. Morisot and Claxton would invite these residents to a meeting to discuss further.
ACTION: Cllr. Morisot to arrange a meeting.
(d) SCOPE/00025 - Jaguar Land Rover; response submitted
The Clerk confirmed that this has been submitted and a copy is on the website.
The Chairman said that he was very disappointed in councillors who had agreed to meet with him and hadn’t turned up. He expects consultations and planning application workloads to be equally shared by all councillors.
7. To receive report from District Councillor
(a) To receive report
No new report from the District.
The Chairman apologised for the fact that Cllr. Hughes had not drafted a response to the draft CIL consultation. We have now missed the deadline.
(b) GLH traffic infrastructure; feedback from meeting with County Council
ACTION: February agenda item.
8. To receive report from County Councillor
Cllr. Claxton reported that a response has been submitted to the Flood Risk Consultation. The Chairman asked if a copy could be put on the website.
ACTION: Cllr. Claxton to arrange for a copy to be put on the website.
The Chairman asked the Clerk to ask Cllr. Hughes if he has responded to the Warwickshire Minerals Consultation
ACTION: The Clerk to liaise with Cllr. Hughes.
The Chairman mentioned document HS33 which has been sent to the inspector which states that no significant upfront infrastructure is required as a result of GLH. The Chairman asked County Cllr. Williams if he could support us by saying that the infrastructure is not adequate. County Cllr. Williams said that this was a District Council matter and so couldn’t comment.
(a) To receive report
A copy of the report is attached to these minutes.
The Chairman asked if County Cllr. Williams had been able to arrange a meeting for him to discuss education and transport. County Cllr. Williams said that he would arrange this.
ACTION: County Cllr. Williams to arrange a meeting for the Chairman with the portfolio holders for education and transport
(b) Request for invitation to opening event
ACTION: February agenda item.
9. To receive reports from Councillors - updates following the last meeting/circulated reports
(a) Cemetery
(i) To receive report
The Chairman thanked Mrs. Annette Conway for organising the tree planting and also Mr. Chris Pickering for helping to plant it together with other residents. The Chairman donated an oak tree which was also planted at this time.
The Clerk confirmed that she has reported the RAF headstones as one is tilting. The Chairman’s report on the cemetery is attached.
(b) Lights/litter/street furniture
No new report.
(c) Play Area
(i) To receive report
Cllr. Morisot briefly updated the meeting.
(ii) Play area inspection report update
Cllr. Morisot confirmed that the items mentioned in the report have been looked at.
(iii) Ownership of play area land; Clerk to request from Land Registry
The Clerk said that the play area land is not showing on the Land Registry database which might mean it is not registered. Councillors asked the clerk if she could investigate and try to register the land as the parish owns the play equipment and has maintained the equipment and land since St. Mark’s Close was built (40/50 years ago).
ACTION: The Clerk to liaise with Land Registry regarding the registration of the land.
(iv) Questionnaire
It was agreed that this would be sent out once the Church Lane field land is registered in the Parish Council’s name.
(d) Drains
(i) To receive report
Cllr. Claxton reported that the ditch by Windyridge on the Warwick Road overflowed several times over the Christmas period. The drain was not jetted late in 2015 since the road was closed. Could this drain please be cleared. County Cllr. Williams said that the drain would be cleared in the next 4 weeks.
ACTION: The Clerk to follow up with County Highways.
(e) Footpaths/Footways
Dog fouling is still an issue on the footways and footpaths.
ACTION: A note in the magazine.
The Chairman thanked Mr. Pickering for sorting the post on the Banbury Road and clearing the hedgerow.
There has been an increase in parking on the footways. Councillors agreed that leaflets should be placed on cars and also a note should be placed in the magazine. It was agreed that Cllr. Claxton should produce a leaflet.
ACTION: Cllr. Claxton to produce a note to place on cars parked on the footways. The Clerk to mention in the magazine.
(f) Neighbourhood Watch
(i) To receive report
No new report.
(g) Gaydon Liaison Meeting
(i) 11th January; agenda items
It was agreed that JLR should be asked about the land they have purchased west of the site. It was further agreed that technology for reducing environmental impact should be added and also how they might contribute to any traffic scheme in the area plus flooding concerns now that the County Council has said that they own part of the Warwick Road ditch.
ACTION: The Clerk to arrange for these items to be added to the agenda.
(h) War memorial
(i) Grant update
The Clerk reported that a second company has looked at the clock but we are still waiting for a quote.
ACTION: The Clerk to chase the quote.
10. To receive planning applications
(a) 15/03911/FUL - Jaguar Land Rover (corrected plans); substation
Councillors agreed to raise no objections or comments now that the correct plans had been submitted.
(b) 15/03934/FUL - Jaguar Land Rover (justification for lighting from 5am until 11pm)
Councillors agreed that 8 metre high lighting columns lit until 11pm are unnecessary and that the lighting should be appropriate for a rural location. It was agreed that the Parish Council would object and that Cllr. Claxton would represent the parish at the Planning Committee Meeting.
ACTION: The Clerk to liaise with the Planning Department and register Cllr. Claxton to speak at the Planning Committee Meeting.
(c) 15/02452/FUL - land adjacent to the Gaydon Inn; update
The Clerk reported that the applicant’s solicitors were liaising with the County Council to try and establish ownership of the Banbury Road ditch. County Cllr. Williams said that this was not a county responsibility. It was agreed that Cllr. Claxton would represent the parish at the Planning Committee Meeting.
ACTION: The Clerk to register Cllr. Claxton to speak at the Planning Committee Meeting.
(d) 15/00976/OUT - land at Gaydon/Lighthorne Heath; additional reports
It was agreed that the Chairman, Cllrs. Claxton and Hughes would meet to discuss these additional reports. Cllr. Morisot explained that she was unable to meet with them. The reports should be divided between Cllrs. Claxton, Hughes and Morisot. A draft response would be produced and circulated to Cllr. Morisot for her comments before submitting.
ACTION: The Chairman, Cllrs. Claxton and Hughes to produce a draft response, send to Cllr. Morisot for her comments and submit.
(e) 15/04200/OUT - land adjacent to the Old Gated Road
The Chairman said that he has reviewed some of the documentation and asked if councillors could divide the remaining reports amongst themselves. A draft response should be produced, circulated and submitted.
ACTION: Once agreed the response should be submitted.
11. To receive correspondence
(a) email re. cars parked in front garden and on driveway
It was agreed that this is on private land and not the responsibility of the Parish Council.
ACTION: The Clerk to respond to the resident.
(b) Parish Council precept 2016/17
The Clerk confirmed that the figures would be incorporated into the draft budget.
(c) Land at Church Lane; letter from Robert Lunn & Lowth
Councillors to appoint Robert Lunn & Lowth to represent them. The fees would be paid by Spitfire Properties. It was agreed that the Clerk would sign the papers appointing the solicitor and provide the necessary identification documentation. She would then need to meet with the solicitor for verification purposes. The Chairman and Cllr. Morisot said that they might be able to meet the solicitor with the Clerk.
ACTION: The Clerk to arrange a meeting.
(d) Tree preservation orders; land at GLH
The Clerk said that she would leave this information in the office.
(e) Hamper from Ellis Machinery; to consider donating the hamper to Barnfields
Councillors agreed to donate the hamper to Barnfields.
ACTION: The Clerk to take the hamper to Barnfields and write to Ellis Machinery thanking them. A note in the magazine.
(f) Request for 6 artificial bird nests in St. Mark’s Close
The Clerk explained that a resident has asked if we could support this. Councillors agreed that Orbit Housing should be asked if they could arrange this. The Clerk was asked to liaise with the resident for some words to send to Orbit Housing.
ACTION: The Clerk to arrange for some words to be sent to Orbit Housing to support this request. A note in the magazine.
(g) Clean for the Queen (4th-6th March)
The Chairman said that he thought this could be a good community family event. A resident volunteered to assist. It was suggested that the Village Hall could be opened to serve teas. Cllr. Morisot said that the pub could assist. A provisional date of 5th March was agreed from 1pm until 3pm.
ACTION: Details to be finalised at February’s meeting.
12. Financial Report/Administration
(a) Bank balances
The Clerk reported the following balances; Community Account - £6,370.10 and Business Account - £10,605.27
(b) Bank reconciliation
The Clerk to circulate to councillors.
ACTION: The Clerk to circulate to councillors.
(c) Website update
It was reported that a resident has been working on designing a website. The Chairman said that Cllr. Hughes was also working on a new website. It was agreed that Cllr. Hughes would be asked to contact this resident.
ACTION: The Clerk to ask Cllr. Hughes to liaise with the resident.
(d) 2016 grass cutting contract
The Clerk said that she has asked for quotes via the magazine. She will also contact Bishop’s Itchington Parish Clerk to find out the name of their contractor. It was agreed that the contract would be for 1 year.
ACTION: The Clerk to obtain 3 quotes.
(e) Transparency Fund
It was agreed that the Parish Council would apply for funding for a website and computer.
ACTION: The Clerk to submit the paperwork.
(f) Bench repairs; invitation for quotes in magazine
The Clerk reported that she has asked for quotes via the magazine. She will also ask Bishop’s Itchington Parish Clerk if she can advise us of any contractors who may be able to undertake this work. It was further agreed that councillors should look at the costs of replacing the benches.
ACTION: The Clerk to ask Bishop’s Itchington Parish Clerk for details of contractors who may be able to repair the benches.
13. Passing of any accounts for payment
Cllr. Morisot questioned the payment to the Village Hall. The Clerk explained that it was for use of the hall and the office. It was agreed that the Chairman and Cllr. Morisot would meet with the Village Hall Committee to discuss further.
The payments to Cllr. Claxton would be discussed at the February meeting since a quorum is not present if Cllr. Claxton leaves the meeting.
The following accounts were proposed by Cllr. Claxton, seconded by Cllr. Morisot and carried unanimously.
(a) C. Hill – Clerk’s gross salary (January) – £273.70
(b) Mr. C. Pickering - grass maintenance - £105.00
(d) Mrs. J. Rickman - reimbursement for paper for the magazine - £17.94
(g) Mrs. C. Hill - expenses (Oct-Dec) - £62.48
14. Date of next meeting
Tuesday, 2nd February 2016.